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Recurring charges let you bill fixed, time-based fees automatically — for example a minimum pallet agreement or a monthly service charge. Once configured on a charge card, these charges are raised on a schedule and flow onto invoices alongside your other charge types, removing manual admin effort and the risk of missed billing. Unlike operational charges (picking, receipts, rental), recurring charges are not tied to stock movements or balances. They repeat purely on the schedule you define.

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Setting up a recurring charge

You add recurring charges directly from a charge card.
1

Open the charge card

From the left-hand menu, go to Charges then Charge Card, and select the relevant charge card.
2

Add a recurring charge line

Scroll to the Recurring Charges panel and click Add Line.
The Recurring Charges panel on a charge card with no charges added
3

Complete the charge details

Fill in the fields for the charge (see Required fields below), including the Initial Charge Date and Frequency that define its schedule.
A new recurring charge line ready for entry, with the Code, Name, Description and Initial Charge Date fields
4

Save

Click Save to activate the recurring charge. Charges will start generating automatically from the next scheduled date.

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Required fields

The Initial Charge Date should be set in the future. Charges are generated by an overnight process, so setting the date to today will not raise a charge for today.

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Available frequencies

Clarus supports four frequency options, calculating repetitions from your chosen Initial Charge Date:
Short months and leap years: if you set a monthly charge for the 29th, 30th, or 31st, Clarus automatically adjusts for shorter months. A charge set for the 31st, for example, will fire on the last day of February.

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How recurring charges appear in charge windows

Once generated, recurring charges behave like any other charge type. They appear on your charge lines, clearly flagged as a Scheduled Recurring Charge, and are picked up by the normal invoicing process. How many times a charge appears depends on how its frequency lines up with the account’s charge window:
  • Multiple charges in one window: a recurring charge can appear several times within a single charge window if the frequency allows it. For example, a weekly charge can fall five times inside a monthly charge window.
  • Skipped windows: if no scheduled recurrence date falls within a particular charge window, no charge is generated for that period. For example, a monthly charge whose date falls outside a short weekly window is simply skipped.

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Controlling how recurring charges appear on invoices

You control how recurring charges are presented on an invoice from the Charges Appearance on Invoice panel on the account. Select an option for the recurring charge type: See Set charges to accounts for more on invoice appearance settings.

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Frequently asked questions

Any changes or deactivations apply only to future scheduled charges. Charges that have already been generated are unaffected.
If a charge card is made inactive or removed from an account, its recurring charges stop generating. Previously generated charge lines and invoice history remain intact.